Transient Lodging Tax Committee Minutes
October 25, 2018
Baker County Courthouse
Lea called the meeting to order at 10:02 am.
Members Present: Loran Joseph, Kathy Reedy and Lea Gettle
Guest Present: Timothy Bishop, Fred Warner, Shelly Cutler, Ankur Prasher and Shelly Christensen
Approve Minutes:
The September 20, 2018 meeting minutes were reviewed. Loran moved that the minutes be accepted and Kathy seconded the motion. Motion carried.
Approve Agenda:
Loran moved that the agenda be approved, Kathy seconded the motion. Motion carried.
Grant Requests:
Baker City Walking Tour Guide – Shelly Cutler provided a grant request for reprinting the Walking Tour Guides. The amount of the request, $1,439.37 to $1,902.52, was based on the number of guides the Committee wants to print ($1,902.52 for 15,000). Lea asked if the guide needs to be updated. Shelly explained that the guide is current at this time and she felt the guide was sufficient. The committee members agreed that the guide was easy for people to read and provides good information. Loran moved to approve the grant request in the amount of $1,902.52, Kathy seconded the motion. Motion carried.
Penalty Abatement Requests:
Payment history was provided to the Committee in consideration of abatement of penalty for House #87. Ankur Prasher presented the abatement request indicating the house is undergoing major construction. The Committee reviewed the information and Loran made a motion to approve penalty abatement in the amount of $395.02, Kathy seconded the motion. Motion carried.
Marketing Update: Timothy
Timothy shared good news in receiving the results of the Travel Oregon small grant requests. Four local projects received full grant funding for their requests. Those grant applications were Pink Bike feature, Go West delegation registrations, Sumpter Dredge and Orpheum Theatre.
Travel writers have made October a busy month with visits from both Michelle Jackson from Ireland’s Sunday Independent and Stefanie Melhour from Lieb Management. Grant’s Getaways will be visiting Haines on Friday and Sumpter on Saturday.
Taste of Baker and Studio Tours were very successful events with a 50% increase in attendees.
The Travel Oregon Go West grant was fully funded for six delegates to attend. Delegates that are planning to attend are Geiser Grand, Sunridge Inn, Cornucopia Lodge, The Depot Inn, and Go Wild America Tours, Timothy would like to send Chris Chester as the 6th delegate. Chris is EOVA’s group/packaged travel sales contractor. Lea asked if Chris could represent Baker County stronger than other counties at this event. Timothy reassured the Committee that yes she could. The Committee agreed that Chris would be an appropriate delegate.
Timothy shared an update on EOVA’s RFP process and staff transitioning. Alice has moved her retirement date up to 6/30/19 in order to avoid a staff transition during the RFP contract period. The RDMO RFP process begins on November 6th and is due by December 28th. Timothy requested letters of support for EOVA’s proposal from both the Baker County Commissioners and the TLT. EOVA has reached out to the Central Oregon Visitors Association and asked for a proposal to help guide them through some of the organizational restructuring and the RFP process. Timothy asked the Committee to allow him to use funds from the EOVA partnership opportunities line to help with a portion of this contract. Other Counties have agreed to help with the $2,500 shortfall. Loran asked if other EOVA Board constituents have been approached. Timothy indicated Ontario has agreed to contribute $500. There has been discussion about fund raising (dues increase) but there may not be time. Timothy requested $1,000-$1,500. Loran moved to contribute up to $1,000 to EOVA for a consultant contract in the RFP process, Kathy seconded the motion.
Visitors Services Update: Shelly Cutler
Shelly indicated the Visitors Center is slowing down and operating Monday thru Friday. She is excited about the National Christmas Tree stopping Baker City on November 14th. They are working with the Interpretive Center to make it an Oregon Trail Christmas. The downtown Christmas Parade will be December 1st @ 5pm. She provided posters to be distributed. The theme is Favorite Christmas Carole. The Annual Chamber Awards Banquet is approaching. The location for this years’ banquet has not yet been determined. Loran suggested Shelly contact Brian about Churchill School.
Financial Reports:
Third quarter reports are still coming in. Fred Warner questioned the revenue from House #87 and suggested it be flagged for audit. Lea thanked Fred for the suggestion and said that the Committee will look into this further at our November meeting when revenue numbers are more complete. Timothy indicated that based on revenue at this point and our budget there will need to be adjustments.
Shelly Cutler indicated that the Chamber is working with EDC to bring in a new lodging establishment and is contacting investors who showed interest in House #87 when it was for sale.
Citizen’s Participation:
None
Strategic Planning Update:
Lea presented an outline of Revised Next Steps for the Strategic Plan with Immediate priorities, Mid-range priorities, Long range priorities and Move to support roles categories. It was agreed to bring this outline to EDC in January.
Staff Comments:
Shelly presented a draft letter to send to grant requestors who did not meet the time parameters and a listing of presentation points for the Committee to review. There were some changes suggested. ORS 192.610 – 192.710 which relates to Public Meetings was added to the binders under the Ordinance tab.
Committee Comments:
Bishop Professional Service Agreement: The Committee agreed to extend the PSA from 6/30/19 to 12/31/19
Ordinance: The Committee reviewed the Ordinance in more depth and addressed questions.
Bylaws: Will be addressed after the Ordinance is updated.
Tourism Grant Application: The Committee reviewed and agreed with the changes proposed in the work session.
Next meeting:
November 15, 2018 @ 10:00 am
Meeting Adjourned 11:45
Respectfully Submitted:
Shelly Christensen